Effective Internal Communication Audit Report for Data Solutions

This report presents a comprehensive internal communication audit conducted for Data Solutions Company. The audit process involved identifying specific communication forms, interviewing employees, and analyzing past communication methods. Key problems identified include unclear and untimely communication of decisions from the executive level, ineffective supervisor-employee communication due to remote work arrangements, and unprofessional emails. The report recommends solutions such as strategic placement of communication boards, promoting open office layouts, and conducting meetings to review business ethics. The memo emphasizes the importance of these recommendations in improving employee understanding, enhancing workflow, and maintaining professionalism, ultimately increasing business profitability. The report concludes by outlining the audit process, findings, and recommended actions, aiming to solve the problems the company faces in internal communication and improve overall business performance.

Running head: EFFECTIVE INTERNAL COMMUNICATION
Internal Memo
Name
Institutional Affiliations

EFFECTIVE INTERNAL COMMUNICATION 2
INTERNAL MEMO
TO: All staff
FROM: CEO, Data Solutions Company
DATE: 5 August 2018
SUBJECT: Effective Internal Communication
A communication audit process involves various steps. The first step we have taken as a company
is to identify specifically what we are auditing. As communication comes in various forms, we decided to
choose some specific forms of internal communication in our company. We have analyzed our leadership
voices, that is, how we share information. We have also analyzed an informal one to one communication,
that is, how employees communicate with each other and how teamwork is done in this company
(Remmen, 2007, September). The second step we took was to make a decision on how to conduct the
audit. We have interviewed various employees from both Melbourne and Sydney offices on how they
about the internal communication in the company. We also gave questionnaires with various questions
regarding the internal communication to various employees.
The third step we took was to analyze carefully our past communication methods. We analyzed
how we called upon past organizational meetings, former workshops, former memos we sent and other
previous reports. We have then interpreted our findings by organizing them into tables. Through this
interpretation, we have noted the strengths and weaknesses of each method and we are now trying to
work on the weaknesses and implement the desired changes. The specific purpose of a communication
audit is to identify the main external or internal communication problem facing an organization. The
general purpose of a “communication audit process” is to establish the weaknesses and strengths of
external and internal communication in an organization. It generally looks at an organization’s ability to
send and receive messages effectively.
Decision-making
The first problem encountered in our organization that is affecting internal communication is that
decisions made at the executive level are not being communicated clearly and in a timely manner to the
employees. This has brought a lot of confusion to the employees, as decisions made are not very clear
(Heath, 2006). Employees are therefore left with doubts on what the decision really entails. Apart from
communication, employees have also wasted time as they await the communication of decisions that are
not timely. However, the main issue of this problem is the confusion it has brought which has also
brought misunderstandings while implementing duties among the employees. The second problem is that
for the most part supervisors and employees do not work in the same offices. This situation has made
supervisor-employee communication ineffective. This is a critical problem which should be addressed
properly and in the most effective way. This is because it involves software that requires a lot of
interaction and consultation. In addition, it involves a lot of technology that keeps on changing.
Workflow in the company
There has been poor workflow in the company as workers find it uncomfortable to consult their
supervisors since they are not used to working together (Eichorn, 2018). The third problem is that Emails
being sent are unprofessional. At times employees fail to understand the Emails. This is because
unprofessional Emails usually involve the use of short words e.g. “u” to stand for “you”. When
employees do not understand the Emails they tend to overlook and ignore the information on the basis
that they understood it they own way. It also deprives the professionalism required in the organization and
employees may then form a habit of taking the Email information lightly.

EFFECTIVE INTERNAL COMMUNICATION 3
Recommendations
The first problem was unclear and untimely communication of decisions at the executive level to
the employees. This condition can be solved only by the by the executive. This is only possible by
changing some of their ways of internal communication. The management can decide to send a message
to each employee as it is a medium sized company it will not be that costly. The management instead of
posting memos or circulars anyhow on the notice boards it can place the notice board at strategic places
for example, at the main entrance and exit doors of both Milbourne and Sydney offices (Simon, 2018).
The information should also be posted prior to the due dates of those activities being performed. Reasons
for making the decision should also be well communicated for the employees to understand and
cooperate. Data Solutions Company adapting an open office layout can solve the second problem, which
is that of supervisors and employees not working in the same offices for most times. The supervisors and
the employees will now be working under one roof and hence can consult and with more interaction, it
becomes comfortable for the employees to seek advice from the seniors. The third problem that involves
employees being sent unprofessional Emails can be solved by conducting an organizational meeting for
all members both in Melbourne and Sydney and reviewing the ethics in business which requires that
professionalism is observed when conducting each job in the workplace. A language professor can also be
hired to review the format of writing an official Email.
This memo generally outlines the process we used to conduct a communication audit process and
the results of the process. It then looks at the quantitative and qualitative significance of each of the three
problems affecting internal communication in the company. They are recommendations of actions to be
taken to solve these problems (Suhir, 2018). The benefit of compliance to this memo by the organization
is that the recommendations will help solve the problems this company has been facing of internal
communication. For example, confusion among the employees will reduce this will save time hence
increasing productivity. The flow of work in the company will be enhanced. Professionalism in the
workplace will also be maintained. This will increase the profitability of the business generally.
For any questions, feel free to contact me during the working hours. From now henceforth I want
to assure you that I will be there to attend to any need of the company. If you wish to contact me, please
do so via my Email address.

EFFECTIVE INTERNAL COMMUNICATION 4
REFERENCES
Eichorn, F. L. (2018). Internal customer relationship management (IntCRM) a framework for achieving
customer relationship management from the inside out. Management, 2, 1.
Heath, R. L. (2006). Onward into more fog: Thoughts on public relations' research directions. Journal of
Public relations research, 18(2), 93-114.
Remmen, A. (2007, September). Limitation of current LCA approaches. In International Conference"
Governance and Life-Cycle Analysis. Opportunities for Going Beyond ISO-LCA", Brussels (Vol. 27,
p. 28).
Simon, H. A. (2018). The proverbs of administration. In Democracy, bureaucracy, and the study of
administration (pp. 38-59). Routledge.
Suhir, E. (2018). Human-in-the-Loop: Probabilistic Modeling of an Aerospace Mission Outcome. CRC
Press.